Talent SummonerRecruiting Dashboard Template: 6 Numbers on One Sheet
A free recruiting dashboard template for small teams: six numbers, one sheet, formulas that work in Excel and Google Sheets, and how to read it weekly.
A recruiting dashboard is one page that shows whether your open roles are moving: how many people are at each stage, who replied, and which interviews and offers are coming up. For a small team, six numbers on one spreadsheet tab are enough, and the template below builds them in Excel or Google Sheets.
We build Talent Summoner, which finds and ranks candidates for each role, so the top of your dashboard has people in it. As of 3 October 2026 your first Role is free with no card, then US$29 per Role or US$59 a month for 10 Roles (pricing); the template works with or without it.
If your applicant tracking system (ATS) already has reports your team reads every week, use those. If you track hiring in a spreadsheet and a few heads, read on.
The 6 numbers a small-team recruiting dashboard needs
| # | Number | How to count it | What it tells you |
|---|---|---|---|
| 1 | Days open, per role | Today minus the date the role opened | Which role needs attention first |
| 2 | Active candidates by stage, per role | Open records at each stage | Where each search is thin |
| 3 | New people found this week | Records with a found date in the last 7 days | Whether the top is still being filled |
| 4 | Reply rate, last 30 days | Replied ÷ contacted, for people contacted in the last 30 days | Whether your message works |
| 5 | Interviews in the next 7 days | Interviews with a date in the coming week | Next week's workload |
| 6 | Offers pending and accepted | Offers sent with no answer yet, and offers accepted | How close the team is to new hires |
Six numbers fit on one screen. Every extra number makes the weekly look slower and the dashboard more likely to be ignored.
Recruiting dashboard layout
Use two tabs in one file. The Data tab holds one row per candidate; the Dashboard tab only reads from it.
- Top row: numbers 3 to 6 as five large figures for the whole team.
- Middle: one row per open role, with days open and active candidates at each stage.
- Bottom: numbers 3 to 6 for each of the last eight weeks, typed in every Monday, so you can see a trend.
Keep stage names identical on both tabs. One typo, such as "Interview" on one tab and "Interviewed" on the other, quietly zeroes a cell.
The Data tab
One row per person. These columns match the formulas below:
| Column | Field | Example entry |
|---|---|---|
| A | Role | Backend engineer |
| B | Name | Made-up candidate |
| C | Stage | Found, Reviewed, Contacted, Replied, Screened, Interviewed, Offered, Hired |
| D | Found date | 2026-09-29 |
| E | Contacted date | 2026-09-30 |
| F | Replied date | Blank until they reply |
| G | Interview date | Blank until booked |
| H | Offer date | Blank until sent |
| I | Accepted | Y, N or blank |
| J | Closed reason | Blank while the record is open |
If you already keep a per-role sheet, add the date columns to it. Our guide to building a talent pipeline uses the same stages.
Formulas for the Dashboard tab
These work in both Excel and Google Sheets. Put the role name in A5, the date it opened in B5, stage names such as Interviewed across row 4 from C4, and days open in the first column after the last stage:
Days open (1): =TODAY()-B5
Active at a stage (2): =COUNTIFS(Data!$A$2:$A$5000,$A5,Data!$C$2:$C$5000,C$4,Data!$J$2:$J$5000,"")
New found this week (3): =COUNTIFS(Data!$D$2:$D$5000,">"&TODAY()-7)
Reply rate, last 30 days (4): =IFERROR(COUNTIFS(Data!$E$2:$E$5000,">"&TODAY()-30,Data!$F$2:$F$5000,"<>")/COUNTIFS(Data!$E$2:$E$5000,">"&TODAY()-30),"")
Interviews next 7 days (5): =COUNTIFS(Data!$G$2:$G$5000,">="&TODAY(),Data!$G$2:$G$5000,"<"&TODAY()+7)
Offers pending (6): =COUNTIFS(Data!$H$2:$H$5000,"<>",Data!$I$2:$I$5000,"")
Offers accepted (6): =COUNTIFS(Data!$I$2:$I$5000,"Y")Copy the "active at a stage" formula across the row; each column reads its stage name from row 4, so a header that doesn't match the Data tab exactly shows zero. Format the days-open cell as a number and the reply rate cell as a percentage.
How to read the dashboard each week
Look at the dashboard in the same 15 minutes every Monday. Ask one question per number: which role is oldest, which stage is empty, did anyone new come in, is the message working, who is interviewing, and which offer needs a nudge.
Small numbers swing a lot. A reply rate built on eight messages moves from 25% to 38% with one extra reply, so read it next to the count; our note on confidence intervals for hiring metrics explains why.
When this recruiting dashboard template is wrong for you
- More than about 20 hires a year: use your ATS reports; a sheet will break under the volume.
- Cost or diversity reporting for leaders: that needs an HR system and a data owner, not six cells.
- A Data tab nobody updates: a dashboard is only as fresh as its last entry; fix the habit first.
Where Talent Summoner fits
Talent Summoner is our product for candidate sourcing and candidate ranking. The facts below were checked on 3 October 2026.
Candidate sourcing takes a role brief and returns a ranked shortlist with plain-English reasoning. It searches LinkedIn, GitHub and other public sources, over 200 million profiles.
Candidate ranking scores up to 50 CVs you already have, free and with no account.
The trade-offs: it does not send paid LinkedIn InMail, keep an always-on pipeline between searches, sync with an ATS today, or build this dashboard for you. You copy the shortlist into your Data tab.
We re-check the product facts on this page every quarter.
What is a dashboard in recruitment?
A recruitment dashboard is one page that shows whether open roles are moving: candidates at each stage, reply rate, upcoming interviews and offers. A small team can build one in a spreadsheet from a single candidate list.
What should a recruiting dashboard include?
For a small team, six numbers are enough: days open per role, active candidates by stage, new people found this week, reply rate over 30 days, interviews in the next 7 days, and offers pending and accepted.
How do I make a recruitment dashboard in Excel?
Keep one Data tab with a row per candidate, a stage column and date columns for the key steps. Build a Dashboard tab that counts those rows with COUNTIFS formulas, one or two formulas per number.
Can I use Google Sheets for a recruiting dashboard?
Yes, COUNTIFS and TODAY work the same way in Google Sheets as in Excel. A shared sheet also lets everyone on the hiring team update the Data tab.
Start with the six numbers, look at them every Monday, and add a seventh only when a decision needs it.
